Chapter 04 Human Resources Planning and Recruitment

Copyright © 2004 South-Western. All rights reserved.
PowerPoint Presentation by Charlie Cook

Copyright © 2004 South-
Western. All rights reserved. 4–2
Objectives
After studying this chapter, you should be able to:
1. Identify the advantages of integrating human
resources planning and strategic planning.
2. Describe the basic approaches to human resources
planning.
3. Explain the advantages and disadvantages of
recruiting from within the organization.
4. Explain the advantages and disadvantages of
external recruitment.
5. Describe how recruitment activities are integrated
with diversity and equal employment opportunity
initiatives.

Human Resources Planning
• Human Resources Planning (HRP)
Process of anticipating and making provision for the
movement (flow) of people into, within, and out of an
organization.
HRP’s purpose is the the effective deployment of
human resources through:
 Anticipating organizational labor supply and demand.
 Providing expanded employment opportunities for
women, minorities, and the disabled.
 Guiding the development and training the workforce.

HRP and Strategic Planning
• Strategic Analysis
What human resources are needed and what are
available?
• Strategic Formulation
What is required and necessary in support of human
resources?
• Strategic Implementation
How will the human resources be allocated?
Human ResourcesHuman Resources
PlanningPlanning
Human ResourcesHuman Resources
PlanningPlanning
StrategicStrategic
PlanningPlanning
StrategicStrategic
PlanningPlanning

Linking the Processes of HRP and Strategic
Planning
Figure 4.1
Source: Adapted from James W. Walker, “Integrating the Human Resource Function with the
Business,” Human Resource Planning 14, no. 2 (1996): 59–77. Reprinted with permission.
Presentation Slide 4–1
StrategicStrategic
AnalysisAnalysis
Establish the context:Establish the context:
• Business goalsBusiness goals
• CompanyCompany
strengths/weaknessesstrengths/weaknesses
• ExternalExternal
opportunities/threatsopportunities/threats
• Source of competitiveSource of competitive
advantageadvantage
StrategicStrategic
AnalysisAnalysis
Establish the context:Establish the context:
• CompanyCompany
advantageadvantage
StrategyStrategy
FormulationFormulation
Clarify performanceClarify performance
expectations and futureexpectations and future
management method:management method:
• Values, guidingValues, guiding
principlesprinciples
• Business missionBusiness mission
• Objectives andObjectives and
prioritiespriorities
• Resource allocationsResource allocations
StrategyStrategy
FormulationFormulation
Clarify performanceClarify performance
expectations and futureexpectations and future
management method:management method:
• Values, guidingValues, guiding
principlesprinciples
• Business missionBusiness mission
• Objectives andObjectives and
prioritiespriorities
• Resource allocationsResource allocations
StrategyStrategy
ImplementationImplementation
Implement processes toImplement processes to
achieve desired results:achieve desired results:
• CompanyCompany
advantageadvantage
StrategyStrategy
ImplementationImplementation
Implement processes toImplement processes to
achieve desired results:achieve desired results:
• CompanyCompany
advantageadvantage
Identify people-relatedIdentify people-related
business issuesbusiness issues
Identify people-relatedIdentify people-related
business issuesbusiness issues
Define HR strategies,Define HR strategies,
objectives, and action plansobjectives, and action plans
Define HR strategies,Define HR strategies,
objectives, and action plansobjectives, and action plans
Implement HR processes,Implement HR processes,
policies, and practicespolicies, and practices
Implement HR processes,Implement HR processes,
policies, and practicespolicies, and practices

Mapping an Organization’s Human Capital
Architecture
• Core knowledge workers
Employees who have firm-specific skills that are
directly linked to the company’s strategy.
 Example: Senior software programmer
• Traditional job-based employees
Employees with skills to perform a predefined job
that are quite valuable to a company, but not unique.
 Example: Security guard

Mapping an Organization’s Human Capital
Architecture (cont’d)
• Contract labor
Employees whose skills are of less strategic value
and generally available to all firms.
 Example: General electrician
• Alliance/partners
Individuals and groups with unique skills, but those
skills are not directly related to a company’s core
strategy.
 Example: Independent product label designer

Mapping Human Capital
Figure 4.2Source: Scott A. Snell, Cornell University.

Ensuring the Fit between HR and Strategy
• External Fit (or External Alignment)
Focuses on the connection between the business
objectives and the major initiatives in HR.
• Internal Fit (or Internal Alignment)
Aligning HR practices with one another to establish a
configuration that is mutually reinforcing.

Achieving
Strategic Fit
At
Continental
Airlines
HRM 1
Source: Company document.

Strategic Flexibility
• Organizational Capability
Capacity of the organization to act and change in
pursuit of sustainable competitive advantage.
Coordination flexibility
 The ability to rapidly reallocate resources to new or
changing needs.
Resource flexibility
 Having human resources who can do many different
things in different ways.

HRP and Environmental Scanning
• Environmental Scanning
The systematic monitoring of the major external
forces influencing the organization.
 Economic factors: general and regional conditions
 Competitive trends: new processes, services, and
innovations
 Technological changes: robotics and office automation
 Political and legislative issues: laws and administrative
rulings
 Social concerns: child care and educational priorities
 Demographic trends: age, composition,and literacy

Scanning the Internal Environment
• Cultural Audits
Audits of the culture and quality of work life in an
organization.
 How do employees spend their time?
 How do they interact with each other?
 Are employees empowered?
 What is the predominant leadership style of managers?
 How do employees advance within the organization?
• Benchmarking
The process of comparing the organization’s
processes and practices with those of other
companies.

The Top Ten Measures Of Human Capital
• Your most important issues
• Human capital value added
• Human capital ROI
• Separation cost
• Voluntary separation rate
• Total labor-cost/revenue percentage
• Total compensation/revenue percentage
• Training investment factor
• Time to start
• Revenue factor
HRM 2

FORECASTING DEMANDFORECASTING DEMANDFORECASTING DEMANDFORECASTING DEMAND
Human Resource Planning Model
Figure 4.3
ConsiderationsConsiderations
• Product/service demandProduct/service demand
• TechnologyTechnology
• Financial resourcesFinancial resources
• Absenteeism/turnoverAbsenteeism/turnover
• Organizational growthOrganizational growth
• Management philosophyManagement philosophy
ConsiderationsConsiderations
• Product/service demandProduct/service demand
• TechnologyTechnology
• Financial resourcesFinancial resources
• Absenteeism/turnoverAbsenteeism/turnover
• Organizational growthOrganizational growth
• Management philosophyManagement philosophy
TechniquesTechniques
• Trend analysisTrend analysis
• Managerial estimatesManagerial estimates
• Delphi techniqueDelphi technique
• Trend analysisTrend analysis
• Managerial estimatesManagerial estimates
• Delphi techniqueDelphi technique
• Staffing tablesStaffing tables
• Markov analysisMarkov analysis
• Skills inventoriesSkills inventories
• Management inventoriesManagement inventories
• Replacement chartsReplacement charts
• Succession PlanningSuccession Planning
• Staffing tablesStaffing tables
• Markov analysisMarkov analysis
• Skills inventoriesSkills inventories
• Management inventoriesManagement inventories
• Replacement chartsReplacement charts
• Succession PlanningSuccession Planning
External ConsiderationsExternal Considerations
• Demographic changesDemographic changes
• Education of the workforceEducation of the workforce
• Labor MobilityLabor Mobility
• Government policiesGovernment policies
• Unemployment rateUnemployment rate
External ConsiderationsExternal Considerations
• Demographic changesDemographic changes
• Education of the workforceEducation of the workforce
• Labor MobilityLabor Mobility
• Government policiesGovernment policies
• Unemployment rateUnemployment rate
FORECASTING SUPPLYFORECASTING SUPPLYFORECASTING SUPPLYFORECASTING SUPPLY
BALANCINGBALANCING
SUPPLY ANDSUPPLY AND
DEMANDDEMAND
BALANCINGBALANCING
SUPPLY ANDSUPPLY AND
DEMANDDEMAND
(Shortage)(Shortage)
RecruitmentRecruitment
• Full-timeFull-time
• Part-timePart-time
• RecallsRecalls
(Shortage)(Shortage)
• Full-timeFull-time
• Part-timePart-time
• RecallsRecalls
(Surplus)(Surplus)
ReductionsReductions
• LayoffsLayoffs
• TerminationsTerminations
• DemotionsDemotions
• RetirementsRetirements
(Surplus)(Surplus)
ReductionsReductions
• LayoffsLayoffs
• TerminationsTerminations
• DemotionsDemotions
• RetirementsRetirements

Forecasting Demand for Employees
Quantitative MethodsQuantitative MethodsQuantitative MethodsQuantitative Methods
Qualitative MethodsQualitative MethodsQualitative MethodsQualitative Methods
Forecasting DemandForecasting DemandForecasting DemandForecasting Demand

Quantitative Approach: Trend Analysis
• Forecasting labor demand based on an
organizational index such as sales:
Select a business factor that best predicts human
resources needs.
Plot the business factor in relation to the number of
employees to determine the labor productivity ratio.
Compute the productivity ratio for the past five years.
Calculate human resources demand by multiplying
the business factor by the productivity ratio.
Project human resources demand out to the target
year(s).

Example of Trend Analysis of HR Demand
Figure 4.4
1997 $2,351 14.33 164
1998 $2,613 11.12 235
1999 $2,935 8.34 352
2000 $3,306 10.02 330
2001 $3,613 11.12 325
2002 $3,748 11.12 337
2003 $3,880 12.52 310
2004* $4,095 12.52 327
2005* $4,283 12.52 342
2006* $4,446 12.52 355
BUSINESS ÷ LABOR = HUMAN RESOURCES
FACTOR PRODUCTIVITY DEMAND
YEAR (SALES IN THOUSANDS) (SALES/EMPLOYEE) (NUMBER OF EMPLOYEES)
*Projected figures

Qualitative Approaches to Demand
Forecasting
• Management Forecasts
The opinions (judgments) of supervisors, department
managers, experts, or others knowledgeable about
the organization’s future employment needs.
• Delphi Technique
An attempt to decrease the subjectivity of forecasts
by soliciting and summarizing the judgments of a
preselected group of individuals.
The final forecast represents a composite group
judgment.

Forecasting Supply of Employees: Internal
Labor Supply
• Staffing Tables
• Markov Analysis
• Skill Inventories
• Replacement Charts
• Succession Planning

Forecasting Internal Labor Supply
• Staffing Tables
Graphic representations of all organizational jobs,
along with the numbers of employees currently
occupying those jobs and future (monthly or yearly)
employment requirements.
• Markov Analysis
A method for tracking the pattern of employee
movements through various jobs.

Hypothetical Markov Analysis for a Retail Company
Figure 4.5

Internal Demand Forecasting Tools
• Skill Inventories
Files of personnel education, experience, interests,
skills, etc., that allow managers to quickly match job
openings with employee backgrounds.
• Replacement Charts
Listings of current jobholders and persons who are
potential replacements if an opening occurs.
• Succession Planning
The process of identifying, developing, and tracking
key individuals for executive positions.

An Executive
Replacement
Chart
Figure 4.6

Forecasting Supply of Employees: External
Labor Supply
• Factors Influencing the External Labor Supply:
Demographic changes in the population
National and regional economics
Education level of the workforce
Demand for specific employee skills
Population mobility
Governmental policies

Sources of Information About External
Labor Markets
• U.S. Department of Labor publications
Bureau of Labor Statistics (BLS)
 Monthly Labor Review
 Occupational Outlook Handbook
• State and local planning and development
agencies
• Chambers of Commerce
• Industry and trade group publications
• State and local employment agencies

College Graduates in
the Labor Force, 2000
(Thousands)
Figure 4.7

Labor Supply and Demand Issues
• Balancing supply and demand considerations
• Organizational downsizing
• Making layoff decisions

Growth Rate of Prime-Age College
Educated Employees
Figure 4.8

Recruiting within the Organization
• Benefits of a promotion-from-within policy:
Capitalizes on past investments (recruiting, selecting,
training, and developing) in current employees.
Rewards past performance and encourages
continued commitment to the organization.
Signals to employees that similar efforts by them will
lead to promotion.
Fosters advancement of members of protected
classes within an organization.

Recruiting within the Organization
• Limitations of a promotion-from-within policy:
Current employees may lack the knowledge,
experience or skills needed for placement in the
vacant/new position.
The hazards of inbreeding of ideas and attitudes
(“employee cloning”) increase when no outsiders are
considered for hiring.
The organization has exhausted its supply of viable
internal candidates and must seek additional
employees in the external job market.

Internal Methods of Locating Qualified Job
Candidates
• Human Resources Information Systems (HRIS)
Database systems containing the records and
qualifications of each employee that can be accessed
to identify and screen candidates for an internal job
opening.
• Job Posting and Bidding
Posting vacancy notices and maintaining lists of
employees looking for upgraded positions.

Recruiting Outside the Organization
• Labor Market
Area from which applicants are to be recruited.
 Tight market: high employment, few available workers
 Loose market: low employment, many available workers
• Factors determining the relevant labor market:
Skills and knowledge required for a job
Level of compensation offered for a job
Reluctance of job seekers to relocate
Ease of commuting to workplace
Location of job (urban or nonurban)

Outside Sources of Recruitment
• Advertisements
• Unsolicited applications
and resumes
• Internet recruiting
• Employee referrals
• Executive search firms
• Educational institutions
• Professional organizations
• Labor unions
• Public employment
agencies
• Private employment
agencies
• Temporary help
agencies
• Employee leasing

Effectiveness of Recruitment Sources
Figure 4.9
Source: David E. Terpstra, “The Search for Effective Methods.” Reprinted from HRFocus, May 1996.
© 1996 American Management Association International. Reprinted by permission of American
Management Association International, New York, NY. All rights reserved. http://www.amanet.org/.

Increasing the Effectiveness of Employee
Referrals
• Up the ante.
• Pay for performance.
• Tailor the program.
• Increase visibility.
• Keep the data.
• Rethink your taboos.
• Widen the program.
• Measure the results.

Hot Recruiting Sites
• Career Builder: http://www.careerbuilder.com
 Carries its own listings and offers links to sixteen specialized
career sites.
• Employment Guide: http://www.employmentguide.com
 Another leading career resource site, has thousands of job
listings from hundreds of major companies.
• FlipDog: http://www.flipdog.com
 Features more than 400,000 jobs and 57,000 employers in
3,700 locations.
• HotJobs: http://www.hotjobs.com
 Owned by Yahoo, offers advanced management features and
smart agents to streamline the recruiting process.
HRM 6

Hot Recruiting Sites
• JOBTRAK: http://www.jobtrak.com
 A leading college recruiting site, has more than 40,000 listings
and links to 750 campuses in the United States.
• JobWeb: http://www.jobweb.com
 A college recruiting site run by the National Association of
Colleges and Employers.
• Monster.com: http://www.monster.com
 One of the oldest and largest general recruiting sites on the
Internet, with more than 50,000 listings.
• Net-Temps: http://www.nettemps.com
 The web’s leading site for recruiting temps
• Spherion (formerly E. Span): http://www.spherion.com
 One of the largest and best-known web recruiting sites.
HRM 6

Factors That Motivate Top Talent
Figure 4.10
Source: E. G. Chambers, H. Hanafield-Jones, S. M. Hankin, and E. G. Michaels, III, “Win the War for Top
Talent,” Workforce 77, no. 12 (December 1998): 50–56. Used with permission of McKinsey & Co.

Best and Worst Majors for Job-Hunting
Graduates
Figure 4.11Source: Patrick Scheetz, Employment Research Institute, Michigan State University.

Occupational Breakdown of
Temporary Help Agency
Placements
Figure 4.12
Source: Steve Jones, “You’ve Come a Long Way, Baby: What the Staffing Industry
Offers Today,” Canadian HR Reporter 14, no. 19 (November 5, 2001): 15.

Improving the Effectiveness
of External Recruitment
Realistic Job PreviewsRealistic Job PreviewsRealistic Job PreviewsRealistic Job Previews
Calculate Yield RatiosCalculate Yield RatiosCalculate Yield RatiosCalculate Yield Ratios Training RecruitersTraining RecruitersTraining RecruitersTraining Recruiters
ExternalExternal
ExternalExternal

External Recruitment Considerations
• Yield Ratio
Percentage of applicants from a recruitment source
that make it to the next stage of the selection process.
 100 resumes received, 50 found acceptable = 50% yield.
• Cost of Recruitment (per employee hired)
H
NCRBAFAC
H
SC +++
=
SC = source cost
AC = advertising costs, total monthly expenditure (example: $28,000)
AF = agency fees, total for the month (example: $19,000)
RB = referral bonuses, total paid (example: $2,300)
NC = no-cost hires, walk-ins, nonprofit agencies, etc. (example: $0)
H = total hires (example: 119)
Cost to hire one employee = $414

• Sources of Organizational Recruiters
Professional HR recruiters
HR generalists
Work team members
• Requirements for Effective Recruiters
Knowledge of the recruited job’s requirements and of
the organization
Training as an interviewer
Personable and competent to represent the
organization

• Realistic Job Previews (RJP)
Informing applicants about all aspects of the job,
including both its desirable and undesirable facets.
Positive benefits of RJP
 Improved employee job satisfaction
 Reduced voluntary turnover
 Enhanced communication through honesty and
openness
 Realistic job expectations

Issues in Recruiting Protected Classes
• Recruitment of Women
Growth of women in the workplace
Increase in females in management roles
Stereotyping and gender conflicts
• Recruitment of Minorities
Educational and societal disadvantages
Retention in organizations
Affirmative action

Top Female Executives
RANK NAME COMPANY POSITION
1 Carly Fiorina Hewlett-Packard Chairman and CEO
2 Meg Whitman eBay President and CEO
3 Oprah Winfrey Harpo Ent. Group Chairman
4 Andrea Jung Avon Chairman and CEO
5 Marce Fuller Mirant President and CEO
6 Anne Mulcahy Xerox President and CEO
7 Karen Katen Pharma Group, Pfizer EVP and President
8 Pat Woertz Chevron (Products) President
9 Betsy Holden Kraft Foods Co-CEO
10 Indra Nooyi PepsiCo President and CFO
Figure 4.13Source: Adapted from Ann Harrington, “The Power 50,” Fortune 144, no. 7 (October 15, 2001): 195–98.

Issues in Recruiting Protected Classes
• Recruitment of the Disabled
Increasing numbers of disabled in the workforce
Stereotyping of the disabled versus their superior
records for dependability, attendance, motivation and
performance
Accommodations for physical and mental disabilities
• Recruitment of Older People
Increasingly returning to the workplace
Have valued knowledge, experience, flexibility and
reliability as employees

Employee Turnover Rates
• Computing Turnover Rates:

Employee Turnover Rates (cont’d)
• Computing Turnover Rates (cont’d):

Employee Absenteeism Rates
• Computing Absenteeism Rates

Western. All rights reserved. 4–53 HRM 5
Source: Adapted from Michael W. Mercer, Turning Your Human Resources Department into a Profit Center (New York: AMACOM, 1993). Copyright
1993 Michael W. Mercer. Reproduced with permission from Michael W. Mercer, Ph.D., Industrial Psychologist, The Mercer Group, Inc., Chicago, Ill.
Costs Associated With The Turnover Of One Computer Programmer
(Turnover costs = Separation costs + Replacement costs + Training costs)
Separation costs
1. Exit interview cost for salary and benefits of both interviewer and departing employee
during the exit interview = $30+$30 = $60
2. Administrative and record-keeping action = $30
Total separation costs = $60 + $30 = $90
Replacement costs
1. Advertising for job opening = $2,500
2. Preemployment administrative functions and record-keeping action = $100
3. Selection interview = $250
4. Employment tests = $40
5. Meetings to discuss candidates (salary and benefits of managers while participating in
meetings )= $250
Total replacement costs = $2,500 + $100 + $250 + $40 + $250 = $3,140
Training costs
1. Booklets, manuals, and reports = $50
2. Education = $240/day for new employee’s salary and benefits x 10 days of workshops,
seminars, or courses = $2,400
3. One-to-one coaching = ($240/day/new employee + $240/day/staff coach or job expert) x 20
days of one-to-one coaching = $9,600
4. Salary and benefits of new employee until he or she gets “up to par” = $240/day for salary
and benefits x 20 days = $4,800
Training costs = $50 + $2,400 + $9,600 + $4,800 = $16,850
Total turnover costs= $90 + $3,140 + $16,850 = $20,080

Chapter 04 Human Resources Planning and Recruitment

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Chapter 04 Human Resources Planning and Recruitment